Call for Abstracts

Steps and Instructions:

1. Items of Interest

   Registration Fee Waivers for Presenting Authors from Developing Countries:

   • Individuals who are interested in the potential registration fee waiver must complete the Registration Waiver Request Form and submit to HQ as instructed by February 27, 2024.
   • Preference is given to those abstracts that are accepted for Oral presentations.
   • Only the PRESENTING AUTHORS(who reside and work in developing countries per the recognized AAPM list) of Oral presentations are eligible for the first round of the selection process for the registration fee waivers.
   • If the number of eligible authors is more than 15, Global Representatives Subcommittee (GRSC) will select one from each region. The remaining waivers will be selected by GRSC from the remaining eligible authors by ballot.
   • Recipients of the registration fee waivers will be contacted by May 16, 2024.

   Abstract Review Criteria

   The following criteria will be used in determining the abstract score. If a supporting Document is included, it will be used as additional information in determining the score. Inclusion of a supporting document is strongly encouraged.

   • Clarity
   • Significance
   • Innovation and/or professional scientific impact
   • Approach
   • Quality and rigor of supporting data
   • Interest to the medical physics community

   In addition, abstracts submitted to the Innovation in Medical Physics Education will be judged on the following criteria:

   • Education utility
   • Extent to which the innovation has been implemented and assessed
   • Extent to which the innovation can be implemented and adopted at other institutions

2. General Instructions

   Abstract submission for the AAPM 66th Annual Meeting and Exhibition is a 100% web-based process. To complete a SUCCESSFUL SUBMISSION, understanding how the system works, what are the requirements, and what information is needed will streamline the process for you.

   Prior to beginning the abstract submission process, please take a few minutes to review the information. With a general understanding, your submission should be successful.

   No names or titles should be included in the abstract text. Author names will be automatically hidden during the abstract review process and will be automatically inserted in proper format upon publication. Mention of material in the Supporting Document should not be included in the abstract text since the Document will not be included in the abstract publication and is only for review purposes.

   Presenting authors will be automatically informed of the unique ID numbers assigned to their abstracts. Abstracts may be viewed by all authors. Only the corresponding author may modify the abstract at any time before the deadline by logging in to the Author's Homepage.

   Contact technical support for help submitting an abstract online.

3. General Rules and Guidelines

   • All accepted posters will be presented as either paper or online posters during the meeting.
   • Proffered Abstracts should be original work not previously presented or scheduled to be presented at any other conference except for at the Presenting Author’s local AAPM chapter meeting. The work should also not yet be published in a journal, although work submitted but not accepted for publication is acceptable. Substantial overlap with other previous presentations at conferences with substantially different audiences may be submitted with prior specific permission from the Program Directors.
   • Presenters of proffered papers at the meeting are encouraged to submit their work to Medical Physics for review and possible publication.
   • No part of the Abstract, Supporting Document, or Funding Disclosure should contain identifying information such as title, author names, institutions, etc. Submissions containing such information may be rejected without review.
   • To submit an abstract, you are not required to be a member of AAPM, unless otherwise indicated for that submission type in the instructions.
   • The Abstract is limited to 300 words and should be structured as:
     • Purpose
     • Methods
     • Results, and
     • Conclusion

   • Abstract submitters may select one or two of the presentation modes (Oral, Poster) during the abstract submission process. Please note, by selecting both options, your chances increase for having your abstract submission included in the meeting.
   • The abstract entry field is text only and does not support symbols or equations except those shown in the table. The abstract field cannot contain graphs, figures, tables, images, or other multimedia objects. (These can be entered in the Supporting Document.)
   • The Abstract cannot depend on the Supporting Document, nor should it refer to it. The Supporting Document will not be published in the program, so references to it (e.g., "as can be seen in Fig 1 of the Supporting Document" "Results are listed in the table in the Supporting Document") should not be made.
   • Please note that once abstracts are submitted and the submission deadline has passed, no further modifications are permitted.

4. Policy on Number of Submissions

   • An individual can present up to TWO presenting-authored abstracts at the meeting, although the individual's name may appear on more than two abstracts.
   • The system will restrict submitters to TWO proffered submissions as presenting author.

5. Submission Types

   Proffered Submission

   • Supporting documentation is not mandatory but is highly encouraged. Lack of supporting documentation often leads to a significantly lower evaluation by the reviewers and may, in certain cases, result in abstract rejection.
   • Selection of a submission category is mandatory. Please carefully review your selections as they will impact assignment of reviewers and potential placement in the meeting program.
   • Proffered abstracts from early-career presenting authors may be submitted for consideration to ONE of the two early-career award competitions, according to the following rules:

   Early-Career Eligibility

   Career stage at the abstract submission deadline	John R. Cameron Early-Career Investigator Symposium (ECIS)	Early-Career Investigator Competition (ECIC)
   Student in a graduate program	Eligible	Not eligible
   Student in a certificate program	Eligible	Not eligible
   Medical physics resident	Eligible	Eligible
   Postdoctoral fellow	Eligible if within two-years post-graduation (date of conferring of degree)	Eligible
   Staff/faculty member	Not eligible	Eligible if within four years post-graduation (date of conferring of degree)
   AAPM membership (Associate, General, or Full, as appropriate)	Not required	Required

   James R. Cameron Early-Career Investigator Symposium (ECIS)

   Each year the AAPM conducts an Early-Career Investigators Symposium competition at the Annual Meeting. Early-Career Investigators, as defined in the table above, are encouraged to submit abstracts for the competition. The top ten Early-Career Investigator Symposium submissions, as determined by the abstract reviewers and the Scientific Program Working Group, will be selected for presentation in a special symposium in honor of University of Wisconsin Professor Emeritus John R. Cameron, Ph.D.

   A panel of judges will score the oral presentations according to criteria that include scientific merit, originality, and organization/presentation of the material. Awardees will be announced at the Awards Ceremony during the Annual Meeting. The top three awardees, including the overall winner, will receive a plaque and a cash award.

   Early-Career Investigators are not eligible for the Science Council Session.

   All abstracts submitted to the Early-Career Investigator Symposium that are NOT selected for the competition will be considered for other presentation modes.

   Early-Career Investigator Symposium Definition:

   At the time of abstract submission, candidates for the John R. Cameron Early-Career Investigator Symposium must be a trainee in:

   • a graduate program, OR
   • a CAMPEP certificate program, OR
   • a medical physics residency, OR
   • a postdoctoral fellowship within two-years post-degree.

   FINALISTS will be required to submit a letter of eligibility from the presenting author's thesis advisor identifying the institution. The letters are not to be submitted until the Finalists are identified via the abstract disposition notice, at which time the Finalists will be contacted with further instructions. Contact the AAPM Meetings Content Manager with any questions regarding the Early-Career Investigator Symposium.

   Only one submission from each Early-Career Investigator can be submitted for consideration for the Early-Career Investigator Symposium.

   NOTE: The winner of the Early-Career Investigator Symposium is not allowed to participate in the Early-Career Investigator Symposium of future AAPM Annual Meetings.

   Authors interested in being considered for the session MUST:

   • Submit REQUIRED support documentation not to exceed 2 pages in length.
   • Presentation Mode: will default to Oral (Please also select Poster presentation mode to increase your chances in having your abstract submission included in the meeting).

   Early-Career Investigator Competition (ECIC)

   Two awards for the Early-Career Investigator Competition have been established:

   1. Jack Fowler Early-Career Investigator Award in honor of Dr. Jack Fowler, Emeritus Professor of Human Oncology and Medical Physics, University of Wisconsin; and,
   2. Jack Krohmer Early-Career Investigator Award, sponsored by the Krohmer Memorial Fund and Science Council through the AAPM Education and Research Fund.

   Each Awardee will receive a plaque and a cash award. One Early-Career Investigator Competition submission for each award will be selected from the highest scoring abstracts judged to be at the highest level of scientific innovation and impact, and the awardees will be announced at the Awards Ceremony during the Annual Meeting.

   A single abstract cannot be submitted to both the John R. Cameron Early-Career Investigator Symposium and the Early-Career Investigator Competition.

   Abstracts submitted to the Early-Career Investigator Competition are eligible for the Science Council Session provided that the abstract is appropriate to the topic of the Science Council Session.

   All abstracts submitted to the Early-Career Investigator Competition (ECIC) that are NOT selected as the winner will be considered for oral or poster presentations.

   Early-Career Investigator Competition Definition:

   At the time of abstract submission, candidates for the Early-Career Investigator Competition must be a member of AAPM and must currently be:

   • a medical physics resident, OR
   • a postdoctoral fellow, OR
   • a staff/faculty member who is within four years of having obtained a graduate degree.

   The AWARDEE will be required to submit a letter of eligibility from a Full Member of AAPM at the early-career investigator's sponsoring institution. The letter is not to be submitted until the Awardee is identified via the abstract disposition notice. Contact the AAPM Meetings Content Manager with any questions regarding the Early-Career Investigator Competition.

   Authors interested in being considered for the Session MUST:

   • Submit REQUIRED support documentation not to exceed 2 pages in length.
   • Presentation Mode: will default to Oral (Please also select Poster presentation mode to increase your chances in having your abstract submission included in the meeting).

   Science Council Session

   The topic selected for this year's Science Council Session is: Innovations in Medical Physics.

   Criteria for abstract evaluation will focus on scientific innovation in all areas of medical physics research. High scoring abstract will demonstrate novel and creative science that demonstrates breakthrough or disruptive concepts.

   Authors interested in being considered for the Science Council Session MUST:

   • Submit REQUIRED Supporting Document not to exceed 2 pages in length.
   • Submission category: will default to Science Council Session: Innovations in Medical Physics
   • Presentation Mode: will default to Oral (Please also select Poster presentation mode to increase your chances in having your abstract submission included in the meeting).

   All abstracts submitted to the Science Council Session that are NOT selected, will be considered for oral or poster presentation.

   Arthur Boyer Award for Innovation Medical Physics Education

   AAPM members are invited to submit an abstract describing innovative medical physics educational activities for radiology residents, radiation oncology residents, medical physicists, technologists, or others. The abstract can describe novel teaching strategies such as team teaching or adult learning efforts, novel educational materials such as lectures, websites, educational videos or interactive media, novel program designs, or other innovations.

   Submissions will be judged on the following criteria:

   • the level of innovation,
   • the potential for educational use,
   • the extent to which the innovation has already been implemented and assessed,
   • and how readily the innovation could be implemented or used at a variety of other institutions.

   The top six submissions will be invited to present their abstracts at the session during the Annual Meeting.

   The top presenting abstract will be announced at the Awards Ceremony during the Annual Meeting and presented a plaque and a $2,000 prize.

   The Arthur Boyer Award for Innovation in Medical Physics Education is made possible by a generous lead donation from Arthur and Suzanne Boyer; donations to the Boyer Innovation in Medical Physics Education Fund; and the final remaining funds bequest by Harold Marcus for the previous iteration of this award.

   Authors interested in being considered for the Session MUST:

   • Submit REQUIRED support documentation not to exceed 2 pages in length.
   • Submission Category: will default to Arthur Boyer Award for Innovation in Medical Physics Education.
   • Presentation Mode: will default to Oral (Please also select Poster presentation mode to increase your chances in having your abstract submission included in the meeting).

   All abstracts submitted to the Arthur Boyer Award for Innovation in Medical Physics Education that are NOT selected for the session, will be considered for a poster presentation.

6. Enter Title | Presenting Mode

   Enter your title.

   Select Presenting Mode:
   Select 1 or 2 of the presentation modes (Oral, Poster). Please note, by selecting both options, your chances increase for having your abstract submission included in the meeting.

   PRESENTATION MODES DEFINED:

   • Oral Presentation
     • This category entails a brief oral presentation followed by a question/discussion period.
     • Details will be provided in the abstract acceptance notification.
     • Top-scoring abstracts in each category (Imaging, Multi-Disciplinary, and Therapy) will be selected for Best in Physics.
   • Poster Presentation
     • Interactive Posters: High-scoring abstracts selected for Poster Presentation will be presented in paper form in designated Poster Lounges during dedicated time slots for interaction with the audience.
     • General ePosters: Accepted abstracts not assigned to dedicated timeslots will be available for general display and review online via the meeting website.

7. Select Category

   Choose the category most closely related to your submission, then click submit at the bottom of the page. Please note that careful review and appropriate category selection will assist in potential placement in the meeting program.

   Submission Categories List

8. Select Taxonomy and Keywords

   Enter taxonomy information and up to three keywords. These fields are required. Please note that appropriate taxonomy information and keywords will assist in potential placement in the meeting program.
   
   Taxonomy List
   Keywords List

9. Enter Authors

   Enter author name, affiliation, and contact information.

   • The Corresponding Author is automatically added to the submission.
   • Continue adding additional authors, if needed.
   • You are only allowed one affiliation per author.
   • Select the Presenting Author.
   • If you need to change the Corresponding Author to someone other than yourself, the submitter, then you agree that you have obtained prior authorization from that author to sign off on the Agreements & Disclosures in the following step. If you have not obtained authorization, please withdraw this submission (link is in menu in upper left corner) the new Corresponding Author should begin a new submission.
   • Also identify the 'Senior Author.' If you have a Senior Author, please designate them by checking the "Senior Author" box on the personal information page and list the Senior Author as the LAST author. Senior Authors are optional, and there is a limit of one (1)
   • Each submission is allowed only ONE Presenting Author.
   • Each submission is allowed only ONE Senior Author (the last author in the author list -- i.e. PI of the lab).

10. Agreements and Disclosures

    Enter all sources of funding if applicable and read and agree to each statement.

11. Enter Abstract Text

    Review the Sample Abstract before preparing your submission.

    The Abstract text MUST be structured as follows:

    • Purpose:
    • Methods:
    • Results:
    • Conclusion:

    **Any abstract that does NOT conform with this structured format will be REJECTED. **

    • Abstracts must not exceed 300 words.
    • Enter Abstract text directly in the designated field on the website. If you Copy/Paste from word processing software, be sure to proofread the integrity of the text. Symbols and equations are not supported.
    • DO NOT include Title, Author names/institutions, graphs, figures, tables, images, or multimedia elements. Titles and Author information is entered elsewhere in the system and will be merged with the abstract file later in the process.
    • DO NOT refer to material in the Supporting Document in the Abstract since the former will not be published together with the latter.

12. Upload Supporting Document

    Note: The Supporting Document should include a statement of Innovation/Impact to help identify the most exciting and interesting submissions.

    • A Supporting Document is STRONGLY ENCOURAGED, but optional, for PROFFERFED submissions and is limited to 1 page - using 11-point Arial Font and 0.5" margins. The Supporting Document should be limited to a small number of clear figures and/or equations with self-explanatory captions.
    • A Supporting Document is REQUIRED for the following submission types and limited to 2 pages:
      • JOHN R. CAMERON EARLY-CAREER INVESTIGATOR SYMPOSIUM (ECIS)
      • EARLY-CAREER INVESTIGATOR COMPETITION (ECIC)
      • SCIENCE COUNCIL SESSION
      • ARTHUR BOYER AWARD FOR INNOVATION IN MEDICAL PHYSICS EDUCATION
      • Similar to the above instructions, the Supporting Document should be limited to a few figures and/or equations with clear, self-explanatory captions. The Supporting Document should NOT be used for extensive text descriptions and should not repeat material contained in the abstract.
    • Preferred format is illustrated in the Sample Supporting Document
    • The Supporting Document must be submitted as a PDF format file.
    • The Supporting Document should not include the title and should be limited to a few equations and/or a small number of figures or tables with self-explanatory captions. A small number of references may also be included.
    • Do NOT list authors in the Supporting Document. In support of our blind review policy, there is to be no author information in the Supporting Document nor any information identifying the authors or affiliation.
    • The Supporting Document must be uploaded to our server by clicking the "Upload Supporting Document" icon that will appear on your status page once you have provided all the required information.

13. Confirmation

    You will have a chance to look over the submission to make sure all is complete.
    Your submission is automatically submitted when you reach the confirmation page. You can still edit your submitted information by accessing the relevant step, making the change, and saving before the submission deadline.